Invoice Tunable Parameters
Some of the parameter controlled features that apply to the Miscellaneous Invoice include:
•Invoice Number:
Normally the invoice number is automatically assigned.
The ability to over-type the document number is controlled by the Allow Custom Document# flag for the document type (RSIH) defined in Last Used Transactions.
•Capture Invoice Clerk:
A flag to require a Clerk Code can be set in the Company Security Parameters.
If this is not set then the current operator code will automatically display and the field will be skipped.
If a valid Clerk Code is mandatory, a further flag can be set to require the clerk's password to verify the clerk's identity. Three attempts to enter the correct password are allowed before the operator is refused access.
Note: A separate Security Parameter in the Divisional Invoice Parameters controls the clerk requirement on Point Of Sale Invoices.
•Capture Invoice Salesman:
A flag in the Required Document Information of the Company Contract Parameters, can be set to make the salesman a mandatory field on all documents.
•Cannot Change Existing Invoices:
A security feature can be set to prevent specific operators from re-accessing existing invoices. This protects against invoices being modified prior to posting.
The control can be set by operator code in Operators.
When this feature is active, the operator can create new invoices but cannot re-access existing ones.
•Site Required:
A flag in the Company Contract Parameters can be set, forcing the operator to enter a valid site code on each invoice.
Note: Sites do not apply to Point Of Sale Invoices.
•Customer Name Check:
The Required Document Information in the Company Contract Parameters, can be set to force operators to select a name from the Name Check Select window, defined with a permission Status allowing the named person to rent.
Note: The Name Check List does not apply to Point Of Sale Invoices.
•I.D. and Reference:
These information fields can be optional or mandatory according to the parameter setting in Divisional Miscellaneous Parameters.
This information prints out on the invoice.
•Purchase Order Number:
Some customers require P.O.'s on all documents.
If this applies, the Require P.O. flag can be set for the customer in Customer Information.
An optional blanket P.O.# can also be assigned in to the customer, that defaults to all P.O. fields for the customer, but can be over-typed when required.
•Credit Limit Checking:
A flag in the Company Security Parameters can be set to prevent a customer number from being entered on a document if the customer's Credit Limit has been reached or exceeded.
If this feature is not activated, a Credit Limit warning still displays on the screen, but this will not prevent the transaction from being entered.
•Allow Override of Rental Rates:
The Company Security Parameters sets a company-wide rule on whether rental rates and rental dollar amounts on product details can be over-ridden on invoices generated from a contract billing, such as cycle billing and rental return.
When set to prohibit rate over-rides, any rate adjustments must be made through the discount process, rather than directly to the rental charge.
Note: Rate over-ride on rental products entered directly on an invoice are not limited by this security setting.
Field Access Security in Security Role Permissions can further restrict the ability to change rental rates by individual operators.
•Field Access Security:
Additional role security can be set to restrict certain actions in document entry by field as defined for the operator in Security Role Permissions.
This security feature can be used to control the operator's ability to over-ride field values including product description, discount percents, dates/times, quantities, rates, price, and terms.
Specific role permissions can be set on invoices generated from a Contract through Cycle Billing or Rental Return to control the operator's ability to change contract billings.
•Rounding the Invoice Total:
The feature to round the invoice total to one of 5, 10, 25, 50 cents or to the nearest dollar, can be activated in the Company Invoice Parameters.
The rounding difference is posted to a Service Code as defined in the Company Invoice Parameters.
The service code and plus/minus amount prints on the invoice.
•Generate Packing Slip:
The option to print the Return/Packing Slip is provided if the Print Return Slip After Counter Invoice is activated in the Divisional Invoice Parameters.
•Post Document Discounts To G/L:
The Company Posting Parameters controls how discounts given on sales and rentals, are posted to the General Ledger.
oWhen discounts are not posted separately to the G/L, the net product charge (Rate/price less Discount) is posted as a Credit to the product Revenue account.
oWhen discounts are posted separately, the gross product charge is posted as a Credit to the product Revenue account and any discounted amounts are posted as Debits to the Discount Expense account.
The Discount G/L Expense account must be defined in each Product Class for the discount postings.
•Operator Time Charge Invoices:
Time Charge Invoices that have been created in Generate Operator Charge Invoices and are not yet posted, can be reviewed here and changes can be made.
Header information can be changed, and details can be adjusted or deleted, but the product numbers cannot be changed and no new product details can be added. Services can also be added as required.
In Time Charge Invoices, the product comments can be accessed in the Expanded product detail of the Time Charge Invoices. Though multiple lines of comments can be entered, only the first comment line will print on the invoice from Print Operator Charge Invoices.
•Credit Invoices:
Credit Invoices can be generated by entering a negative rental or sale quantity in the invoice details from either the Miscellaneous Invoice option on the Counter menu, or from the Credit Invoice option on the "Account Adjustments" submenu on the A/R menu.
For information pertaining to Credit Invoices refer to Credit Invoices .
•Performance Questions:
A performance check can be setup using Performance Questions to prompt staff to report on your key performance indicators when the document is completed by clicking on the PERFORMANCE button in the Invoice Totals screen.
Note: This feature does NOT apply to Point Of Sales Invoices, Rental Return Invoices, Cycle Billed Invoices, or Work Order Invoices.
Unique Settings For Point Of Sale Invoices:
Some of the parameter controlled features that apply to the Point Of Sale Invoices include:
▪The invoice can be printed on either the standard 8 1/2" x 11" or A4 invoice paper, or a Slip Printer format can be used.
Use of the slip printer is explained in Slip Printer Set-Up.
▪The Site field does not apply in Point Of Sale Invoices, and defaults to the blank site#.
▪Damage Waiver does not apply in Point Of Sale Invoices.
▪To force the operator to enter a clerk on the invoice, the Point Of Sale Invoice Prompt for Clerk Out flag can be set in the "Document Settings" of the Divisional Invoice Parameters.
The clerk code prints on the invoice document.
A further flag can be set in the Company Security Parameters to require the operator's password for validation.
▪To further speed up data entry, the Point Of Sale Invoice Cash Only flag can be set in the "Document Settings" of the Divisional Invoice Parameters and the following rules apply:
oThe customer then always defaults to the "Cash" customer defined for the division in the "Customer Settings" of the Divisional Contract Parameters.
oThe Address defaults to the address setup for the "Cash" customer defined for the division in the "Customer Settings" of the Divisional Contract Parameters, and cannot be changed.
oThe Invoice Date defaults to today's date.
▪To speed up product entry on the invoice details, check the Fast Entry Of Sales Items flag in Operators.
This causes the "Description", "R/S" and the "Unit Price" fields to automatically use the default.
These fields can still be accessed if required.
Topic Keyword: ITUNE